Privacy Policy

Information for data subjects

according to Article 12 of the EMBL Internal Policy 68 (“IP68”)

Euro-BioImaging Bio-Hub will be the data controller of personal data you provide to the European Molecular Biology Laboratory (“EMBL”) upon applying to or registering for any activities Global BioImaging organises as a participant or invited speaker, namely the various training events to support the professional development of imaging research staff, the yearly international workshop called ‘Exchange of Experience’, the international job shadowing programme, the Imaging 4 All (i4A) funding programme, the online training platform Microtutor on the Global BioImaging website and our emailing list for receiving our newsletter. Your data will be processed for the purposes of workshop and training organisation and participation management (for example: when you apply, register for and/or participate in the International Training Events, Exchange of Experience, Job Shadowing Programme, Imaging 4 All funding programme that Global BioImaging organises and administers), evaluation and allocation of travel and mobility grants (for example: evaluation of your application for available grants by external reviewers who have signed a Confidentiality Agreement in the context of International Training Courses, Exchange of Experience, Job Shadowing Programme, Imaging 4 All funding programme), promotion of Global BioImaging activities (for example: if you are a speaker, your name and your organisation’s name on our website and social media may be published), for provision of additional event services, for reports and surveys, to provide relevant information to your emergency contacts (for example: if you participate in an event, we may ask you to provide us with the details of your emergency contact so we can notify the contact in case of an accident), and sending informational emails to promote Global BioImaging activities as long as you have given your consent to receive it.

Your data is maintained in the cloud space provided by G Suite for EMBL and in systems described in ‘recipient’ sections below.

The source of the data are the online application forms that you fill out for the respective workshop, online training platform on the Global BioImaging website (Microtutor) that you want to subscribe to, training that you want to attend or the travel or mobility grant you want to apply for, surveys that we want/request you to fill out after an event participation via Survey Monkey or Google Forms, our interaction with you and publicly accessible sources. No personal information is collected from emails, unless specifically mentioned.

We collect and process the following categories of your personal data:

  1. Personal details (name, last name, phone number, email address, picture if it was taken during the event or if you provide it, job function, organisation/department name, name and details of your employer / institutional affiliation, gender, nationality);
  2. Address details (e.g. city, postcode, country);
  3. Dietary requirements and accessibility requirements in connection with your registration for an in-person event;
  4. EMBL Alumni information;
  5. Areas of scientific interest
  6. Subscription preferences (e.g. events newsletter, event topic announcements, latest blog posts, sponsorship newsletter);
  7. Contact details (name, phone number, email) of an emergency contact;
  8. Information about relevant skills, experience, and qualifications in connection with your application for an event, course or a grant application;
  9. Information about how you heard about the event you are registering for or applying to;
  10. Our communications with you (including date, content of formal message)
  11. Survey responses and feedback on various items / topics (Survey Monkey or Google Forms);
  12. Information on event attendance (including dates and event name).
  13. Various statistics about application to and participation in events

We rely on the following legal basis while processing your data:

  • Achievement of the aims laid down in the EMBL establishing agreement of 1973 [(Article 5(1)(a) of IP 68)](https://www.embl.org/documents/document/internal-policy-no-68-on-general-data-protection/, including …. co-operation among European States in fundamental research, development of advanced instrumentation and advanced teaching in molecular biology as well as in other areas of research essentially related thereto, sponsoring international co-operation in the fields and programme of activities defined in Article 2(1) and Article 2(2) of EMBL establishing agreement of 1973, promotion of contacts between, and the interchange of, scientists and the dissemination of information, co-operation with research institutions by collaborating with them.
  • Your consent (Article 5(2) of IP68)
  • With respect to the possible processing of special categories of personal data (i.e., data concerning health and/or religious beliefs, which might sometimes be revealed by information on dietary restrictions and special needs/accessibility requirements), this is covered under Article 10 of the EMBL Internal Policy No 68. Specific consent is provided.

You are not obliged to provide any such data to us. However, without it, Global BioImaging will not be able to facilitate your taking part in the events it organises.

Some of your personal data may be disclosed to the following external data recipients from various categories. Those categories are:

  1. Event agencies; the host of a particular workshop or training provider to facilitate its realisation;
  2. Survey services to collect your feedback after attending an event or use of a grant;;
  3. Catering, accommodation, security, transport, travel services
  4. Funding agencies, the personal details (name, last name, city, country, gender, nationality) of i4A grant recipients will be shared with the funder of the programme, Wellcome Trust, for creating a few case study examples of travel and i4A grant awardees for showcasing the grant outcomes, with the consent of the awardee and aggregated statistics on awardees eg. city, country, scientific interest, project description, project keywords
  5. Imaging facility, which you have shown interest in the application process to the Imaging 4 All funding programme;
  6. The imaging facility, which you have marked to be of your interest in the Job Shadowing programme;
  7. Personalised mailing services, if you have agreed to subscribe to our events newsletter.
  8. External reviewers for an application evaluation and selection process - information about relevant skills, experience, qualifications and your personal details (name, last name, address, gender, nationality). External reviewers will have declared compliance with confidentiality requirements and will not disclose information related to the review and destroy documentation they might have upon completing the review.

Your data may also be processed internally by EMBL’s departments other than EMBL’s Euro-BioImaging Bio-Hub.

If you wish to obtain a full list with names of the recipients, please contact us via our contact page globalbioimaging.org/contacts or by sending an e-mail to: gbi_mail@embl.de.

Your personal data will be stored for:

  • Data on contact information, city, country details, affiliation details, area of scientific interest, relevant skills, information on attendance to events or acceptance of travel grants, information on your skills, alumni information, how one learnt about the event, photos, video recordings, email correspondences, survey responses will be stored as long as necessary and in line with the purposes of the respective activities outlined above.
  • Data of travel grant applications will be deleted after 1 year if an individual has not been offered funding.
  • Data on emergency contacts and dietary and accessibility requirements of the participant will be deleted within the time period of one week after the event.
  • Published data on GBI website and GBI social media accounts will be kept as long as the controller has the account open.
  • Data on contact information in the context of subscription preferences (e.g. events newsletter, event topic announcements, latest blog posts, sponsorship newsletter, Microtutor online training program), will be stored until you unsubscribe from the service.

You can also exercise following rights, granted under the Article 13 of the EMBL Internal Policy No 68:

  • a right not to be subject to a decision made by automated means (i.e. without any human intervention);
  • a right to request access to your personal data;
  • a right to object to the processing of personal data;
  • a right to request erasure or rectification of your personal data;
  • a right to request information on the reasoning underlying data processing.

  • Please note that those rights can be subject to limitations, as described in Article 13 (2) of the EMBL Internal Policy No 68.

If you wish to exercise your rights or wish to contact the data controller regarding any other data protection related matters, you can contact us by sending an e-mail to: gbi_mail@embl.de or by sending a letter to:

Head of Euro-BioImaging Bio-Hub - EMBL Heidelberg, Meyerhofstraße 1, 69117 Heidelberg, Germany, by Tel: +49 6221 387-8847

Advice on data protection matters can also be obtained from the EMBL Data Protection Officer (DPO), under Article 17(2) of the EMBL Internal Policy No 68. DPO can be reached by email at dpo@embl.org.

If you wish to complain under Article 22(1) of the EMBL Internal Policy No 68, you may do so with the EMBL Data Protection Committee. It can be reached by post at:

EMBL Heidelberg - Data Protection Committee, Meyerhofstraße 1, 69117 Heidelberg, German